Purpose

To explain OSC’s automatic processing and to provide instructions for payments not processed automatically.

Affected Employees

Eligible employees in Bargaining Unit 67

Effective Date(s)

4/5/07 - Paychecks dated 5/2/07, Pay Period 1L

Background

Chapter 9 of the Laws of 2005, Article 8, Section 131.6 of the Civil Service Law, and the 2003-2007 bargaining agreement between the State of New York and the Rent Regulation Services Unit provide for the payment of performance advances to eligible Rent Regulation Services Unit employees.

Eligibility

Performance Advance Requirements

RRSU employees whose base annual salary is below the Job Rate for their current position on the 4/1/07 Salary Schedule are eligible for a Performance Advance if the employee:

• has completed one (1) year of service in such position by March 31, 2007;
  and
• did not receive a Performance Advance in October 2006;
  and
• was rated “Satisfactory” or its equivalent on the employee's last annual evaluation date.

Longevity Payment Requirements

RRSU employees who complete five (5) or ten (10) years of continuous service as defined by Section 130.3(c) of the Civil Service Law at a base annual salary equal to or greater than the Job Rate for their position are eligible for a Longevity Payment. The payment is effective from the first day of the pay period following completion of the required service. For employees with an Increment Code of 2002 or 1997 who have had continuous paid service, the Longevity Payment is effective 3/29/07 (Institution) and 4/5/07 (Administration).

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Performance Advances for eligible salaried employees whose status on 4/5/07 is Active, Paid Leave of Absence (except those on Sick Leave) or on Workers’ Compensation Leave.

Performance Advance (Increment Code 0001 and Anniversary Date between 10/2 and 4/1):

OSC will automatically insert a row in the employee’s Job Data page effective 4/5/07(Administration) to reflect the Performance Advance (not to exceed the Job Rate) using the Action/Reason code of Pay Rt Chg/PAV (Pay Rate Change/Performance Advance).

Promotion Recalculation (Increment Code 0004):

For employees who are entitled to a revised salary based on their FIS (Fixed Incremented Salary), OSC will automatically insert a row in the employee’s Job Data page effective 4/5/07 (Administration) to reflect the FIS amount on the Job Data Compensation page as long as the FIS amount is greater than the compensation rate on Job Data, using the Action/Reason code of Pay Rt Chg/PMR (Pay Rate Change/Promotion Recalculation).

Longevity Pay (Increment Codes 1997 and 2002):

• OSC will automatically process Longevity Payments for employees with Increment Code 2002. Employees who are at Job Rate will be brought to Longevity Step 1. Employees above the Job Rate and below Longevity Step 1 will have $850.00 added to their salary. The Action/Reason code of Pay Rate Chg/LGP (Pay Rate Change/Longevity Payment) will be used.
• OSC will automatically process Longevity Payments for graded employees with Increment Code 1997 whose salary is at or above the Job Rate and below Longevity Step 2. Employees will be brought to Longevity Step 2. The Action/Reason code of Pay Rate Chg/LGP (Pay Rate Change/Longevity Payment) will be used.

Transactions processed automatically will appear on the NHRP520, Daily Outbound Transaction file.

Automatic Update of Increment Codes

OSC will automatically update the increment codes, as appropriate, for employees in Pay Period 1L. Employees who receive Performance Advances or Promotion Recalculations will have their increment codes updated on the Performance Advance or Promotion Recalculation row. After the Performance Advances are processed in Pay Period 1L, OSC will automatically update increment codes of employees with Increment Code 0003 on the Job Data record using the Action/Reason code of Data Change/CIC (Data Change/Correct Increment Code) effective 4/5/07 (Administration).

Agency Actions - Pay Period 1

The following procedures must be used by the agency when reporting transactions in Pay Period 1L:

For Pay Changes, Position Changes, and Transfers with effective dates on or before 4/5/07:

• The agency must not include the Performance Advance in the salary rate reported in the Pay Rate field.
• The agency must report the proper increment code for April 2007.

For Pay Changes, Position Changes, and Transfers with effective dates after 4/5/07:

• The agency must include, if applicable, the Performance Advance in the salary reported in the Pay Rate field.
• The agency must report the projected increment code for April 2008.

For employees who are on paid Sick Leave at the time of payment:

• Employees on paid Sick Leave will not receive payments automatically.
• The agency must enter a request on the Job Action Request page using the appropriate Action/Reason code of Pay Rate Change/PAV (Performance Advance or Pay Rate Change/PMR (Promotion Recalculation) for employees who become eligible for the payments before being placed on paid Sick Leave.
• The agency must enter a request on the Job Action Request page using the appropriate Action/Reason code of Pay Rate Change/LGP (Longevity Pay) for employees who are eligible at the time of the payment.

For employees due an automatic Performance Advance or Longevity Payment in Pay Period 1 but who received an "Unsatisfactory" rating:

• The agency must submit a Job Action Request using the Action/Reason of Data Change/USP(Data Change/Unsatisfactory Performance) and enter the Increment Code 0003 to withhold a Performance Advance or 7777 to withhold a Longevity Payment.

NOTE: "Unsatisfactory" ratings should be reported in the same pay period in which the employee was rated.

Time Entry

To report miscellaneous earnings automatically calculated by the system (i.e. overtime), agencies must separate earnings by pay period so the earnings will not overlap the effective date of the change.

Agency Actions Pay Period 2

Beginning in Pay Period 2L, agencies that submit Rein Leave transactions on the Job Data page for eligible employees who return from a Leave of Absence without Pay (except Workers’ Compensation Leave) or a Paid Leave of Absence with a reason of Sick Leave or MLS (Military Stipend) with an effective date after Pay Period 1 must also enter the Action/Reason of Pay Rate Change/PAV, effective the date of the Rein Leave with the next effective sequence number.

If the effective date of the Rein Leave is before Pay Period 1, the agency must submit the Rein Leave and any additional rows to add the Performance Advance or Promotion Recalculation (Pay Rate Change/PAV or Pay Rate Change/ PMR) if applicable, effective 4/5/07.

Control D Reports

The following report will be available after processing of Pay Period 25 is completed (3/28/07 Administration). The report identifies employees who will not receive an automatic Performance Advance based on available information at the close of Pay Period 25. This will give agencies time to correct the employees’ records, if necessary, before automatic processing takes place.

Mass Increment Payment Exception Report (NHRP708)

This report identifies employees who will not receive an automatic Performance Advance. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, FIS Amount and Increment Code. The report identifies the reason the employee’s salary will not be increased with one of the following messages:

Salary below minimumPosition and job do not match
FIS missing
FIS below current
Increment code missing
Increment code not in Anniversary Date range

The following reports will be available for agency review after the automatic payments have been made. All reports will be sorted by agency code, then by employee name in alphabetical order.

Mass Salary Payment/Mass Increment Payment Report (NHRP704)

This report identifies all employees who received the automatic Performance Advance. The report identifies the employee’s increased salary. Other fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

Mass Increment Payment Exception Report (NHRP708)

This report identifies employees who did not receive an automatic Performance Advance. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, FIS Amount and Increment Code. The report identifies the reason the employee’s salary was not increased with one of the following messages:

Salary below minimum
Position and job do not match
FIS missing
FIS below current
Increment code missing
Increment code not in Anniversary Date range

Questions

Questions regarding this bulletin may be directed to the Payroll Audit mailbox.